Automation for proposal review and approval

Industry

Events

Business area

Proposal tracking and client communication

Automation type

Proposal status tracking and automated follow-up

Syntropic Ops services

Process design and automation platform configuration

Tools

Automation platform and CRM / forms

Key result

Proposal status visible at a glance instead of scattered across email threads, with automatic follow-up and more consistent client communication

An events company sent proposals to clients, and all of the follow-up ran through email. Whether a client had accepted a proposal, asked for changes, or rejected it lived inside an inbox, and the team had to check manually to find out.

With several proposals active at once, that meant no single place to see which ones needed attention — someone had to go looking, thread by thread, to know where things stood.

Syntropic Ops built a system that tracked each proposal's status directly, instead of routing a client's decision back through an email reply. A client could accept a proposal, ask for a revision, or reject it, and that action was captured and classified by the system.

Reminders fired automatically based on how long a proposal had gone without interaction, so follow-up no longer depended on someone remembering to check whether a client had responded.

1. 01

   Proposal sent

   A proposal is sent to the client and its status begins tracking.

2. 02

   Client decision

   The client accepts, asks for a revision, or rejects the proposal.

3. 03

   Status classification

   The response is captured and classified, updating the proposal's status.

4. 04

   Day-4 follow-up

   If there has been no response, an automatic reminder goes out after four days.

5. 05

   Day-7 follow-up

   If the proposal is still without a decision, a further action fires after seven days.

6. 06

   Status visibility

   The team can see, at any point, which proposals are pending, accepted, in revision, or rejected.

• The team could see which proposals needed attention at a glance, instead of checking email threads one by one.
• Clients who had not reviewed a proposal received automatic follow-up after four days, with further action after seven days without a decision.
• Communication with clients became more consistent, since follow-up no longer depended on someone remembering to check an inbox.

Moving proposal decisions out of email removed a blind spot: every proposal now had a visible, current status instead of an answer buried in a thread somewhere.

The fixed four-day and seven-day follow-up cadence meant no proposal sat unfollowed simply because nobody happened to check that particular inbox that day — which also gave clients a more consistent experience while they were deciding.

Syntropic Ops replaced an email-based proposal process with one where a client's decision — accept, revise, or reject — is captured directly and tracked as a status the team can see at any time.

Automatic follow-up at four and seven days, combined with that shared visibility, turned proposal tracking from a manual inbox check into a process the team could rely on without watching it constantly.